Leave Policies

The Leave Policies section controls accrual, carryover, eligibility scope, and request limits for each leave type.

A policy is scoped by:

• Branch
• Leave Type
• Employment Type
• Effective Date Range

Leave Policies Index Page

The index page lists policy scope and accrual setup.

Available Filters

Filter	Description
Branch	Filters by branch (visible when user is not branch-assigned).
Leave Type	Filters by leave type.
Employment Type	Filters by employment type.
Accrual Method	Filters by accrual mode (Monthly, Yearly, None).
Accrual Start Type	Filters by accrual start strategy (Hire Date, Year Start, Custom Date).
From	Start date for created-at filtering.
To	End date for created-at filtering.

Notes:

• This table has no free-text search box.

Available Actions

• Create: Opens the leave policy creation form.
• Edit: Opens the leave policy edit form.
• Delete: Deletes one leave policy after confirmation.
• Bulk Delete: Deletes selected leave policies after confirmation.

Create Leave Policy Page

Use this page to configure policy behavior for one leave type and employment type.

Leave Policy Information Card

Field	What it does
Branch	Branch where this policy applies (shown on create for non branch-assigned users).
Leave Type	Leave type governed by this policy.
Employment Type	Employee employment category covered by this policy (Full Time, Part Time, Contractor, Daily Worker, Seasonal).
Max Balance Days	Maximum balance cap. Accrual will not push balance above this value.
Priority	Policy priority (integer) used to control policy order when multiple rules are compared.
Max Days Per Request	Max allowed days per single request (shown when leave type unit is Day or Both).
Max Minutes Per Request	Max allowed minutes per request (shown when leave type unit is Hour or Both).

Effective Dates Card

Field	What it does
Effective From	Start date when this policy becomes valid.
Effective To	End date when this policy remains valid.

Negative Balance Card

Field	What it does
Allow Negative Balance	Allows usage below zero balance for this policy scope.
Max Negative Days	Maximum negative balance limit (shown only when negative balance is enabled).

Accrual Settings Card

Field	What it does
Accrual Method	How balance is granted: Monthly, Yearly, or None.
Days Per Year	Annual grant amount (shown only when method is Yearly).
Days Per Month	Monthly grant amount (shown only when method is Monthly).
Accrual Start Type	Start anchor for accrual: Hire Date, Year Start, or Custom Date (required unless method = None).
Accrual Start Date	Explicit start date used when start type is Custom Date.
Prorate On Hire	Prorates accrual amount based on employee eligible days in period instead of full period amount.

Carryover Settings Card

Field	What it does
Carryover Enabled	Enables carrying remaining balance to the next year.
Max Carryover Days	Maximum amount allowed to carry into next year.
Carryover Expiry	Carryover expiry mode: End Of Year, After Months, or Never.
Carryover Expiry After Months	Number of months before carryover expires (required when expiry is After Months).

Edit Leave Policy Page

Use this page to update an existing leave policy.

The edit page uses the same fields and business rules as create.

Option Behavior and Dependency Rules

UI Dependency Behavior

• Selecting a leave type with unit = Hour hides Max Days Per Request and keeps Max Minutes Per Request.
• Selecting a leave type with unit = Day hides Max Minutes Per Request and keeps Max Days Per Request.
• If Accrual Method = None, accrual fields and carryover fields are cleared and disabled.
• If Carryover Enabled = Off, carryover detail fields are cleared.
• If Carryover Expiry changes, Carryover Expiry After Months is reset.
• If Allow Negative Balance changes, Max Negative Days is reset.

Back-end Validation and Business Constraints

• Unpaid leave type cannot use Monthly or Yearly accrual.
• Hour-only leave type cannot use Monthly or Yearly accrual.
• If leave type has Deduct From Balance = Off:
  • accrual must be None
  • carryover cannot be enabled
  • balance/carryover/negative-balance limit fields must remain empty
• Prorate On Hire requires Accrual Start Type = Hire Date or Custom Date.
• If start type is Custom Date, a custom date is required and must not be later than Effective To (when set).
• If carryover is enabled, Max Carryover Days must be greater than zero.
• If carryover expiry is After Months, expiry months must be greater than zero.
• If Max Balance Days is provided:
  • it must be at least 1
  • for monthly accrual, it must be at least Days Per Month
  • for yearly accrual, it must be at least Days Per Year
• Overlapping policies are blocked for the same Branch + Leave Type + Employment Type scope and overlapping effective dates.

Validation Limits (Field Constraints)

• Priority: required integer, min 1, max 10000.
• Days Per Year: required when yearly accrual, numeric 0 to 300.
• Days Per Month: required when monthly accrual, numeric 0 to 20.
• Max Balance Days: optional numeric, 1 to 300.
• Max Days Per Request: optional numeric, 1 to 360.
• Max Minutes Per Request: optional numeric, 1 to 480.
• Max Carryover Days: required when carryover enabled, numeric 1 to 300.
• Carryover Expiry After Months: required when applicable, integer 1 to 12.
• Max Negative Days: optional numeric, 1 to 360.

Operational Notes

• When a policy is created with accrual method Monthly or Yearly, accrual processing is triggered for that leave type.
• Carryover processing uses Max Carryover Days and chosen expiry mode when moving balances into the next year.